As the owner of a small beauty salon, you know all too well that even one unexpected employee absence can turn your entire day—or week—upside down. It doesn’t matter whether a team member falls ill, takes time off, or leaves altogether—every person counts! What happens when your star nail technician suddenly informs you that they’ve accepted a new job starting tomorrow? Or if your top massage therapist has to stay home for an extended recovery? It sounds worrying… So, what should you do when a staffing issue hits your business?

Initial shock: an employee suddenly quits

When you learn that someone has decided to leave abruptly, your mind often races with questions like: “What about the clients? Who will cover their work? Will all the bookings be lost?” The key at this moment is to take a deep breath and avoid panic. Solutions start by getting a quick overview of the situation:

  • Gather all the departing employee’s bookings—ideally using reliable salon software (such as SalonLife) that clearly shows schedules and who’s available when.
  • Check if any colleagues can take on some of the clients. There’s no need to overload one person! You can also take on a few clients yourself if possible—but be kind to yourself and avoid overcommitting.
  • Always communicate honestly and promptly with clients about the situation. We’re all human, and most will be understanding. If clients need to wait longer than usual, offer a small discount or add something special to their next visit. Warm and transparent communication helps ease the stressful times.

It’s also important to think about strengthening communication channels for these situations in general and to continuously improve client satisfaction. We discuss this in detail in the How to Boost Customer Satisfaction in Beauty Salons article.

Temporary help: where to find it?

Have you ever wondered where to find a reliable substitute exactly when you need one most? Try these options:

  • Reach out to freelance beauty professionals—many may know you from Facebook salon groups or have interned with you before.
  • Maintain relationships with people at nearby smaller salons—you might be able to help each other out when needed.
  • Beauty schools have many motivated interns eager to gain experience and assist with simpler tasks—such as managing bookings, keeping the space organized, or providing basic services. It’s always worth contacting schools early to arrange internship periods.

If you bring in a temporary worker, give them a quick introduction to how your salon operates. Good salon software allows easy sharing of schedules and client information so temporary staff can get started quickly with minimal confusion.

Tips for effectively managing schedules and bookings can also be found in the Strategies to Optimize Your Salon Calendar article.

Owner’s role: when and how much to step in?

In a small salon, staffing shortages often mean the owner must step into the hairstylist, nail technician, or massage therapist role. That’s perfectly fine—as long as you can protect yourself from burnout. Set clear boundaries:

  • Only take on clients whose services you can confidently provide within your available time.
  • Use salon software filters to select appropriate services or time slots—this helps keep your workload reasonable and avoid taking unnecessary risks.
  • Inform clients immediately about any changes—use automated email or SMS notifications (for example, SalonLife’s automated reminders). This way, clients learn about new appointment times or providers well in advance and won’t be left in the dark.

Rescheduling clients can be tricky, especially during peak seasons. Applying “soft skills” helps: kind words, prompt responses, and a small token of appreciation (like a discount or a small gift) make clients feel cared for even during hectic days.

Look ahead: building your team and future talent

A common mistake many salons make is assuming staffing issues are one-off problems. The salons that succeed long-term:

  • Actively collaborate with beauty schools and welcome interns who may become full team members in the future.
  • Provide interns with sufficient recognition, manageable independent tasks, and constructive feedback. This helps them feel at home quickly and increases the likelihood they’ll stay on permanently.
  • Analyze peak booking times and seasons—using tools like SalonLife’s reporting features to identify when extra help is needed.

By proactively preparing for unexpected situations, maintaining contact with future interns, and planning flexible staffing, your salon creates a “buffer.” This buffer helps you safely navigate even the most hectic periods.

One thing is certain: staffing problems will never disappear completely. But thorough preparation and smart solutions help you get through even the toughest moments—keeping your salon “alive” and often stronger than before. Ready to discover how to avoid internal conflicts and tensions in your team before they become serious issues? Get ready, because our next article is all about maintaining a positive salon atmosphere—even when the days aren’t always the brightest.